This policy outlines the procedures and terms under which Bars and Beyond Ltd handles bookings, event cancellations, refunds, mobile bar hire, event services, entertainment services, and equipment hire. The company aims to be transparent and fair in managing bookings to protect both the company and the client.

This policy applies to all clients who book services with Bars and Beyond Ltd, including corporate, private, wedding, festival, and public events. It covers cancellations initiated by both the client and Bars and Beyond Ltd, as well as the corresponding refund conditions.

1. Booking Confirmation

A booking is only confirmed once:

• A booking form or written agreement has been accepted.

• The required deposit has been received.

• Confirmation has been issued by Bars and Beyond Ltd.

Bars and Beyond Ltd reserves the right to refuse or decline bookings at its discretion.

2. Deposits

A deposit of £200 is required at the time of booking to secure the event date. This deposit covers initial preparation, administration, planning, and scheduling costs.

• If the event is a cash bar, the deposit will be refunded following the successful completion of the event.

• If the event is a prepaid, subsidised, or fully funded bar, the deposit will be deducted from the final invoice.

• The deposit is non-refundable if the client cancels the event.

• The deposit is refundable if Bars and Beyond Ltd cancels the event.

Additional deposits may be required for larger events, entertainment bookings, equipment hire, or third-party supplier services.

3. Cancellation by the Client

(More than 30 Days Before the Event)

If the client cancels more than 30 days before the event date, all payments made excluding any non-refundable deposits will be refunded.

(30 Days or Less Before the Event)

If the client cancels 30 days or less before the event date, no refund will be issued.

Any non-recoverable costs incurred by Bars and Beyond Ltd, including third-party supplier charges, equipment hire costs, accommodation, travel, or entertainment fees, may also be chargeable.

4. Cancellation by Bars and Beyond Ltd

In the unlikely event that Bars and Beyond Ltd must cancel due to circumstances such as:

• Staff illness

• Equipment failure

• Vehicle breakdown

• Supplier cancellation

• Extreme weather conditions

• Health and safety concerns

The client will receive a full refund of monies paid.

Bars and Beyond Ltd will make every reasonable effort to provide suitable replacement services or reschedule the event where possible.

5. Event Services & Entertainment

Bars and Beyond Ltd may provide or arrange:

• DJs

• Hosts and presenters

• Live musicians

• Bands

• Saxophonists and performers

• Photo booths and magic mirrors

• Casino tables

• Dance floors

• Lighting and sound equipment

• Event production services

• Entertainment suppliers

Where third-party suppliers are used, Bars and Beyond Ltd acts as the booking agent or organiser unless otherwise agreed.

While every effort is made to ensure suppliers perform as agreed, Bars and Beyond Ltd cannot be held liable for supplier illness, travel disruption, or circumstances outside of its reasonable control.

Equivalent replacement services may be offered where possible.

6. Entertainment & Supplier Cancellations

Should an entertainer, performer, or supplier become unavailable due to illness, emergency, or circumstances beyond their control, Bars and Beyond Ltd will make every reasonable effort to secure a suitable replacement.

If a suitable replacement cannot be found, liability shall be limited to the refund of the affected service.

7. Client Responsibilities

The client is responsible for:

• Providing accurate event information.

• Ensuring suitable access to the venue.

• Obtaining venue permissions where required.

• Providing adequate power supplies where necessary.

• Ensuring sufficient setup and breakdown access times.

• Informing Bars and Beyond Ltd of any venue restrictions.

Failure to provide suitable access may result in additional charges.

8. Venue Restrictions

Bars and Beyond Ltd cannot be held responsible for:

• Venue-imposed sound restrictions.

• Licensing restrictions.

• Venue curfews.

• Reduced performance times caused by venue management.

• Delays caused by other suppliers or venue staff.

Clients are responsible for ensuring their chosen venue permits the services booked.

9. Equipment Hire & Damage

The client accepts responsibility for any hired equipment during the hire period.

Any damage, theft, loss, or misuse of equipment including:

• Bars

• Draught systems

• Glassware

• Furniture

• Lighting equipment

• Audio equipment

• Casino tables

• Entertainment equipment

may result in repair or replacement charges.

10. Rescheduling Events

Clients may request to reschedule their event up to 30 days before the event date, subject to availability.

Requests made less than 30 days before the event may incur additional costs to cover administration, supplier charges, and planning costs.

If the new date cannot be accommodated, the standard cancellation terms will apply.

11. Force Majeure

Neither party shall be liable for failure to fulfil obligations due to circumstances beyond reasonable control, including:

• Government restrictions

• Severe weather

• Natural disasters

• Pandemics

• National emergencies

• Venue closures

• Transport disruptions

Both parties will work together to reschedule the event where possible.

Evidence may be requested.

12. Changes to Event Details

Any changes to:

• Date

• Venue

• Guest numbers

• Timings

• Services booked

• Entertainment requirements

must be communicated in writing as soon as possible.

Bars and Beyond Ltd reserves the right to adjust prices if significant changes are requested.

Changes made within 10 days of the event may be treated as a cancellation if they cannot be accommodated.

13. No Show Policy

If the client fails to:

• Provide venue access.

• Make agreed payments.

• Obtain required permissions.

• Attend the event.

The booking will be treated as a cancellation and no refund will be issued.

14. Health & Safety

Bars and Beyond Ltd reserves the right to refuse service or terminate services where:

• Staff safety is compromised.

• Abusive behaviour occurs.

• Illegal activities take place.

• Health and safety regulations are breached.

No refunds will be issued in such circumstances.

15. Alcohol Service

Bars and Beyond Ltd operates under all relevant licensing laws.

Staff reserve the right to:

• Refuse service to intoxicated persons.

• Refuse service to underage individuals.

• Refuse service where identification cannot be produced.

Challenge 25 policies may be implemented where appropriate.

16. Refund Process

Refunds will be processed within 10 business days following agreement.

Refunds will be made via the original payment method unless otherwise agreed.

17. Liability

Bars and Beyond Ltd holds public liability insurance.

Liability is limited to the total value of the booking.

Bars and Beyond Ltd shall not be liable for:

• Indirect losses.

• Consequential losses.

• Loss of earnings.

• Loss of enjoyment.

• Third-party costs.

18. Responsibilities

Management

Responsible for ensuring clients are informed of these Terms & Conditions at the time of booking.

Event Coordinators

Responsible for communication, planning, supplier coordination, and managing cancellations or amendments.

Clients

Responsible for providing accurate information, making payments on time, and ensuring suitable event conditions.

By confirming a booking with Bars and Beyond Ltd, the client confirms acceptance of these Terms & Conditions.